Early Childhood Education Centre, University of Waterloo is taking applications for ECEC Administrative Assistant

ECEC Administrative Assistant,
Early Childhood Education Centre, University of Waterloo
The ECEC Administrative Assistant provides a range of administrative support functions for the ECEC program and the Psychology Department.
 Administrative services of the ECEC Main Office and the ECEC Children’s Program

• Responsible for the smooth operation of the ECEC Main Office and its equipment.
• This includes children’s files, required forms, parking permits, fee deposits and supplies purchasing.
• Initiates and maintains advertisements for our program and the ECEC website.
  

Collection and maintenance of detailed files in accordance with Ministry of Education regulations for a licensed Child Care Centre

• Prepares and maintains files for children enrolled in the program, students on placement, researchers and all volunteers.
• Ensures established standards are followed for the collection and maintenance of all files.
• Provides ongoing immunization reports to the Region of Waterloo Public Health Department
• Records messages in the daily log book and illness on Region of Waterloo Public Health tracking forms
• Initiates, carries out and records monthly fire drills
  

Support to the ongoing Children’s Program

• Prepares and distributes newsletters and notices to families and invitations to events
• Fills in as a Registered ECE when needed to meet staff to child ratios
• Responsible for snack menus and grocery purchasing weekly
• Assumes an active role alongside other ECEC staff with special projects or events
• Responsible for monthly Scholastic Books ordering, tallying and distribution
• Coordinates and schedules parent and student volunteers
• Prepares parent/teacher conference schedules and updates them as changes occur
  

Support to the ECEC Director as required including the following tasks when the Director is absent:

• At times acts as Designate Director when the Director is absent
• Reviews and maintains the ECEC on-line wait list
• Completes parent tours
• Completes registration steps with families including paperwork, fee collection, orientation to ECEC and guidance on the first days

Support to the Administrative Coordinator, Graduate Studies

• Prepares, schedules and distributes information for the Ph.D. oral examinations. 
• Completes Data entry into database
• Provides general administrative assistance for graduate program applications and scholarships
  

Back-up Support for Psychology Support Service Staff

• Distributes department mail; prepares and forwards courier packages
• Unlocks and locks research area doors
• Orders supplies online
• Sends and receives print jobs
  

Required Qualifications
Education

• Diploma or Degree in Early Childhood Education or Child Development.  Registered Early Childhood Educator with the College of ECE of Ontario
• Standard First Aid and CPR for infants, children and adults Certification
  

Experience

• Extensive administrative experience, with particular knowledge of the operation and legislation of a licensed Child Care Centre under the Ministry of Education.
• Experience with and proficient in MS Word, Excel, Powerpoint, Outlook and a computer database program.  Preferred experience in Sharepoint, WCMS and Quest.
  

Knowledge/Skills/Abilities

• Detailed understanding of the Child Care and Early Years Act O.Reg 137/15 as well as Waterloo Public Health and Waterloo Fire Department regulations for licensed Child Care Centres
• Competencies include exceptional attention to detail, process implementation, organization, time management and communication skills. 
• Proven capacity to handle a high volume of requests and to multi-task as well as possess the ability to work efficiently in a busy environment with numerous interruptions.
  

Nature and Scope

• Contacts: This position requires communication with a wide range of internal and external contacts to obtain, clarify and discuss information for accurate reporting to others.  Well – developed interpersonal skills including diplomacy, confidentiality and good judgement as well as the ability to tailor your message to your audience from children through to adults.    
• Level of Responsibility: This position has defined specialized and routine tasks and receives specific guidance.  The role requires the incumbent to provide functional direction to volunteers from time to time.
• Decision-Making Authority: The ECEC Support Staff Assistant performs defined specialized tasks under the general direction of the ECEC Director and Psychology Program Manager.  Routine tasks are performed with relative autonomy.  This position is expected to identify problems or new directions and bring them forward for further discussion and resolution.
• Physical and Sensory Demands:  The incumbent must be able to perform in a fast-paced and varied environment that includes distractions and interruptions.  The majority of the work time is in a typical office environment with extensive sitting.  At times the incumbent will be required to bend/stretch, lift and carry objects such as young children, groceries or program supply boxes. When in program with children the incumbent must be able to get down to children’s level by bending, kneeling and sitting on the floor.  The noise level can be elevated in the classroom with children and activities.

Working Environment: The work will mostly be performed in a regular office based environment with some work carried out in the children’s program space which requires the incumbent to adapt to child sized furniture and the outdoor weather on the playground in all seasons.  Some evening and weekend work is required for ongoing professional development and ECEC family events.  Due to the school year format of the ECEC children’s program, vacation must be scheduled around program commitments and coordinated with the ECEC Director. There is some lack of control over work pace, multiple and/or tight deadlines due to irregular and/or high volumes beyond
To Apply for this position please follow the directions on-line at: https://careers-uwaterloo.icims.com/jobs/search?ss=1 
For more information about this position please contact Val Rozon at 519-888-4567 ext. 33904 or vrozon@uwaterloo.ca